How to Choose the Best Business Phone Plan for Your SMB

Understanding Your Business’s Unique Needs

Before you start looking at specific plans from providers, the most important step is to conduct an internal audit of your company’s communication requirements. A clear understanding of your needs will prevent you from overpaying for features you don’t use or choosing a plan that hinders your team’s productivity.

Start by asking these questions:

• How many employees need a phone line? List the exact number of lines you require today and consider your hiring plans for the next year. Scalability is key.
• What is your team’s mobile data usage? Analyze your team’s work habits. Do you have a sales team that is constantly on the road using GPS and sending large files? Or is your team mostly in an office connected to Wi-Fi? Track past data usage if possible to get a realistic baseline.
• Do you need international calling or texting? If you have clients, suppliers, or team members overseas, this is a non-negotiable feature. Check which countries are included and what the per-minute rates are for others.
• What is your budget? Determine a realistic monthly cost per employee you are comfortable with. Remember to factor in potential taxes, fees, and the cost of new devices if they are not included.
• Do you need features beyond basic calls and data? Modern business plans offer much more, including mobile hotspot capabilities, advanced voicemail-to-email transcription, and mobile device management (MDM) for enhanced security.

Key Options: Major Providers and Plan Types

Once you know what you need, you can explore the market. Business phone plans generally fall into two categories: traditional cellular plans from major carriers and Voice over Internet Protocol (VoIP) solutions that offer more flexibility.

Traditional Cellular Business Plans

These are offered by the major mobile networks and are ideal for businesses with teams that are frequently mobile. They leverage extensive cellular networks for reliable coverage on the go.

• AT&T Business: Known for strong network reliability and a wide range of plans. Their “Business Unlimited” tiers often include features like high-speed mobile hotspot data, advanced mobile security through AT&T ActiveArmor, and options for international calling in North America. They are a solid choice for teams that travel frequently within the U.S.
• Verizon Business: Widely regarded for having one of the most extensive and reliable 4G LTE and 5G networks in the country. Verizon’s business plans are typically priced at a premium but offer excellent performance. Key features often include large premium data allowances before any speed throttling, robust security options, and business-focused customer support.
• T-Mobile for Business: Often positioned as a value leader, T-Mobile provides competitive pricing with compelling features. Their “Go5G Business” plans frequently include generous high-speed data, significant mobile hotspot allowances, and valuable perks like in-flight Wi-Fi and extensive international data coverage, making them great for companies with global travel needs.

Flexible VoIP Business Solutions

VoIP systems run your phone service over your internet connection. They are incredibly feature-rich and can seamlessly integrate desk phones, mobile apps, and computers into one unified system.

• RingCentral: A leader in the VoIP space, RingCentral offers an all-in-one platform that includes voice, video meetings, and team messaging. Their mobile app is powerful, essentially turning an employee’s smartphone into a full-featured business extension. This is perfect for companies that want a unified communications system for both in-office and remote workers.
• Nextiva: Known for its exceptional reliability and customer support, Nextiva provides a robust VoIP platform that is great for customer-facing businesses. Features often include professional auto-attendants, call routing, and integrations with CRM software. Their mobile app ensures your team can manage business calls professionally from anywhere.

Essential Tips for Effective Comparison

Comparing plans can be confusing, as providers often present information differently. Use this checklist to compare your top choices side-by-side.

1. Scrutinize the Data Allowances

The word “unlimited” can be misleading. Dig into the details. Look for the “premium data” amount. This is the amount of high-speed data you can use per month before the carrier may slow down your speeds during times of network congestion. For a business user, consistent high speeds are crucial.

2. Compare Mobile Hotspot Features

For employees who need to work from laptops or tablets on the go, a mobile hotspot is essential. Don’t just check if it’s included; find out the specific high-speed data allowance for the hotspot. Some plans offer a large amount, while others may provide very little or run at slower speeds.

3. Evaluate Device and BYOD Policies

Decide if you will be providing new phones or allowing employees to “Bring Your Own Device” (BYOD).

• Device Deals: Carriers often offer significant promotions on new smartphones like the latest iPhone or Samsung Galaxy when you sign a new contract. This can be a great way to equip your team, but be mindful of the contract length.
• BYOD: Allowing employees to use their personal phones can save money upfront. If you choose this route, ensure the provider’s plan includes strong Mobile Device Management (MDM) features to secure company data on personal devices.

4. Read the Fine Print on Fees and Contracts

The advertised monthly price is rarely the final price. Look for activation fees, administrative fees, and other surcharges that will appear on your bill. Additionally, understand the contract terms. Are you locked in for two years? What are the penalties for early termination? Some providers, particularly in the VoIP space, offer more flexible month-to-month options.

5. Test Customer Support

Before you commit, try contacting the provider’s business support line. The quality of customer service is critical when a communication issue is impacting your business operations. A provider with responsive, knowledgeable, and dedicated business support can be a lifesaver.